The OpportunityPosition Summary: The Legal Practice Assistant provides comprehensive administrative and practice support to attorneys in the Land Use Department. The role requires strong document-production, organizational, communication, and follow-through skills, as well as the ability to manage multiple priorities and maintain accurate client, matter, contact, scheduling, and business-development records. This role is hybrid in NYC.
Key ResponsibilitiesAdministrative and Practice Support- Schedule meetings, register visitors, and reserve conference rooms.
- Draft, create, format, and proofread memoranda, letters, and other documents.
- Prepare document comparisons and redlines using tracked changes, and maintain accurate document versions.
- Create PDFs and combine multiple documents into a single, organized PDF.
- Enter attorney time and prepare expense reimbursement submissions.
- Prepare FedEx and hand-delivery packages and coordinate outgoing materials.
- Maintain electronic and records-management filing systems.
- Assist with proforma organization, business-development tracking, mailbox cleanup, and printing.
Business Development and Charitable Events- Research prior-year commitments and prepare internal approval requests for proposed commitment amounts.
- Communicate with event coordinators to confirm commitments and obtain invoices.
- Submit check requests and track payments and related documentation.
- Coordinate with Marketing on advertisements and delivery of firm logos or other event materials.
- Circulate event opportunities within the department, coordinate attendance, and provide final guest lists to event organizers.
Client and Matter Administration- Maintain and update department retainer-letter templates, including annual billing-rate ranges obtained from the appropriate internal source.
- Prepare retainer letters and client/matter intake materials.
- Maintain tracking logs and follow up to obtain signed engagement letters and confirm that new matters are opened.
- Maintain accurate client and matter lists and coordinate the transfer of files to Records when needed.
Contacts, Calendars, and Department Coordination- Maintain Land Use contact information and ensure updates are reflected in the firm's contact-management systems.
- Tag appropriate Land Use attorneys, add relevant notes, and remove outdated entries from department contact lists as applicable.
- Download and circulate the City Planning Commission agenda and calendar on a bimonthly basis.
- Maintain and circulate department summer-vacation and holiday schedules.
Qualifications and Core Competencies• Prior experience providing administrative or legal practice support in a law firm or professional-services environment.
• Advanced proficiency with Microsoft Word, Outlook, Adobe Acrobat, document comparison, and PDF assembly.
• Strong proofreading, formatting, written communication, and records-management skills.
• Excellent organization, attention to detail, judgment, discretion, and ability to manage competing deadlines.
• Demonstrated ability to communicate professionally with attorneys, internal departments, clients, vendors, and event contacts.
• Ability to work independently, anticipate needs, maintain accurate follow-up systems, and collaborate effectively as part of a team.
Salary Range - $100,000 - $115,000
TeamReal Estate
Working PatternFull time
LocationNew York
Contract typePermanent Contract
